Administrative Assistant/Project Coordinator

Stantec•San Antonio, TX

1d•Onsite

About The Position

Stantec’s Buildings team is seeking an Administrative Assistant/Project Coordinator to support project coordination and front office operations at its San Antonio office. The role helps keep project teams organized and supported while maintaining a professional, welcoming office environment. It is a full-time, in-person position, 40 hours per week, Monday through Friday, from 8:00 AM to 5:00 PM. Responsibilities include coordinating project documentation and tracking deliverables; supporting project managers with schedules, reporting, invoicing coordination, and project setup; maintaining document control systems; and helping project teams track progress, changes, and deadlines. The position also provides front desk coverage, handles mail and shipments, coordinates office vendors, supplies, and facilities needs, and organizes meetings and events. Additional duties include maintaining filing and records systems, assisting with onboarding and office initiatives, supporting reports, audits, and compliance requirements, liaising with shared services such as HR and IT, and contributing to special projects and continuous improvement. The position is based in a typical office environment, involves computer use and remaining sedentary for long periods, and requires full-time in-office presence during standard business hours. Other duties and responsibilities may be assigned or changed as needed.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
At least 2 years of experience in project coordination, administrative, or office support roles.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills and a professional, client-focused approach.
High attention to detail, with strong problem-solving and analytical abilities.
Ability to work independently and collaboratively in a dynamic environment.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams, and project coordination tools.
Positive, proactive attitude with strong interpersonal skills and professionalism.

Nice To Haves

Experience in a consulting, engineering, architecture, or professional services environment.

Responsibilities

Coordinate project documentation, including RFIs, submittals, meeting minutes, and deliverables tracking.
Support project managers with schedules, reporting, invoicing coordination, and project setup requirements.
Maintain document control systems and ensure accuracy, compliance, and adherence to company standards.
Collaborate with project teams to track progress, manage changes, and ensure deadlines are met.
Provide front desk coverage, greet visitors, manage calls, and maintain a professional reception area.
Handle incoming and outgoing mail, shipments, and general office inquiries.
Coordinate office vendors, supplies, and facilities-related needs.
Organize meetings, events, and team activities, including scheduling, room setup, and logistics.
Maintain organized electronic and physical filing systems and ensure records management compliance.
Assist with onboarding logistics, staff support, and office-wide initiatives.
Assist with reporting, audits, and compliance requirements as needed.
Act as a liaison between office teams and shared services such as HR and IT.
Support special projects and continuous improvement initiatives.